Records Support Technician

JOB SUMMARY

This position is responsible for providing daily customer service, clerical, and bookkeeping support for the operations of the Municipal Court and the Police Department.

MAJOR DUTIES

• Assists with entering and retrieving data from a variety of computerized databases, including but not limited to GCIC/NCIC database, JustFOIA, JusticeOne, Laserfiche, and Edmunds.

• Assists with checking and lifting warrants on bonds as monies are received.

• Assists with processing time serves that has been granted by the Judge and schedules docket as needed.

• Assists with maintaining databases on citations received from the Police Department, preparing case files, interpreting judicial instruction and placing case information into case files. Assists with preparing arrest warrants, prints complaints, and signs and prepares files for Judge’s signature.

• Assists with assisting visitors at the front desk of the police department.  Helps to receive and relay information to dispatchers to ensure that visitors are able to receive any assistance needed.  Helps to provide guidance and information about non-legal processes to individuals at the front desk.

• Assists with providing customer service at court and police department front window and through telephone inquiries to provide fine amounts and schedule court dates and driving safety classes. Assists with collecting court costs, fines, fees, bond monies, counts and reconciles all monies for cashier windows, post money received on citations, and assists with preparing daily bank deposits.

• Assists with notifying defendants by mail of activated warrants and writs of arrest.

• Assists probation officer with pending diversion, adjudicated cases, warrants, etc.

• Assists with performing court collections duties including but not limited to: processing extensions as prescribed by the Municipal Judge in accordance with OCGA guidelines, provide past due notifications to defendants by mail and phone, collect financial assessment form, and set defendants on appropriated court dockets as required.

• Assists with utilizing various software programs to process open records requests in accordance with state law. 

• Assists with processing payments for criminal histories, fingerprinting, and report requests.

• Assists with processing criminal histories for the public, police department applicants, City of Acworth volunteers, and permit applicants in accordance with GCIC policy, standards, and guidelines.

• Assists with providing fingerprinting services to the public in accordance with applicable state and federal laws.

• Assists with processing all mail for the court and the police department, including certified mail and packages.

• Maintains the confidentiality of police and court records.

• Overtly displays a positive attitude that sincerely supports and encourages the betterment of the City of Acworth, the citizenry, city officials, supervision, counterparts, and subordinates.

• Performs other related duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of records and retention management guidelines.
• Knowledge of GCIC policies.
• Knowledge of open records laws.
• Knowledge of legal forms, documents, and terminology.
• Knowledge of federal and state laws and of city ordinances.
• Skill in prioritizing and organizing work.
• Skill in providing customer services.
• Skill in the use of such common office equipment.
• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Police Administrative Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city and department policies and procedures, GCIC/ NCIC regulations, state open records laws, and state records retention guidelines. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related technical and customer service duties.  Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to provide support for the day-to-day operations of the police department records division. Successful performance contributes to the efficiency and effectiveness of department operations.

CONTACTS

• Contacts are typically with co-workers, other City employees, representatives of other law enforcement agencies, court personnel, attorneys, insurance company representatives, and members of the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years, or any equivalent combination of education, experience, training which provides the knowledge, skills, and abilities to perform the work.

• Possession of or ability to readily obtain and maintain GCIC/NCIC certification.